Privacy Policy

1. Who we are

Meetings Registration Solutions Ltd (company number 17362694), registered office 128 City Road, London, EC1V 2NX, United Kingdom, is responsible for the personal data described in this policy. You can reach us at info@meetingsregistrationsolutions.com.

For enquiries you make to us and for our own business records we act as a controller. Where we process delegate or participant data on the documented instructions of a customer as part of an agreed scope of work, we generally act as a processor for that customer, who remains the controller. The relevant roles are confirmed in the written agreement for each engagement.

2. The personal data we handle

• Enquiry data: the full name, company or organisation, business email, telephone number and description of request you choose to send us.
• Customer relationship data: contact details of the people we deal with, agreed scopes of work, correspondence, invoices and payment records.
• Registration data processed for customers: participant names, contact details, organisational affiliation, registration status and any supporting information the agreed scope requires. We ask customers not to send us special category data unless it is strictly necessary and agreed in advance.
• Technical data: limited information generated when you use this website, such as the pages requested and basic security and error logging.

We do not receive or store full payment card numbers. Invoice payments are processed by Stripe on its own secure pages.

3. Why we handle it, and our lawful bases

• To respond to enquiries and discuss scope and fees — legitimate interests in responding to a business approach, or steps taken at your request before entering a contract.
• To deliver agreed services — performance of our contract with you, or (for participant data) on the documented instructions of our customer.
• To invoice and keep accounting records — performance of a contract and compliance with legal obligations.
• To keep this website secure and working — legitimate interests in the security and integrity of our systems.
• To set optional cookies — your consent, which you can change at any time via our Cookies Policy.

4. Where information comes from

Most of the personal data we hold comes directly from you or from the customer who engaged us. Where a customer provides us with information about their delegates or staff, that customer is responsible for having a lawful basis for sharing it with us and for telling those individuals how their data will be used.

5. Who we share it with

We share personal data only where there is a clear reason to do so:

• with the meeting organiser or recipient that the agreed scope requires us to submit information to, on our customer’s instructions;
• with service providers who support our operations — for example email and document hosting, and Stripe for invoicing — under contracts that restrict their use of the data;
• with our professional advisers where necessary; and
• where we are required to do so by law or to establish or defend legal claims.

We do not sell personal data and we do not use it for third-party advertising.

6. International transfers

Some of our service providers may process data outside the UK. Where that happens, we rely on an applicable adequacy decision or on appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us which safeguard applies to a particular transfer.

7. How long we keep it

• Enquiries that do not become engagements: normally up to 12 months, then deleted.
• Participant data processed for a customer: for the period agreed in the scope of work, then returned or deleted as instructed.
• Contract, invoice and accounting records: retained for the period required by UK tax and company law, ordinarily six years from the end of the relevant financial year.

8. How we protect it

We apply access controls so that staff see only what their work requires, use reputable hosted services with encryption in transit, restrict the transfer of participant data to agreed channels, and review our handling practices as our services develop. No system can be guaranteed impenetrable, and we do not claim otherwise; we do commit to acting promptly and transparently if an incident affecting personal data occurs.

9. Your rights

Under UK data protection law you have the right to:

• be informed about how your data is used;
• request access to the personal data we hold about you;
• have inaccurate data corrected;
• request erasure of data where there is no continuing reason for us to hold it;
• restrict or object to certain processing, including processing based on legitimate interests;
• request portability of data you provided to us, where applicable; and
• withdraw consent at any time where processing is based on consent.

To exercise a right, email info@meetingsregistrationsolutions.com with enough detail for us to identify you and locate the data. We respond within one month and will tell you if we need longer because the request is complex. There is no charge for a straightforward request.

Where we hold your data as a processor on behalf of a customer, we will pass your request to that customer and support them in answering it.

10. Complaints

If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk.

11. Changes to this policy

We update this policy when our services or practices change. The date at the top of this page shows when it was last revised, and the current version always applies.